3.3.3. How to create a contact

KIU CRM allows you to manually add contacts into your pipeline. It can be either a lead or an opportunity.  In Kiu BMP any business contact that might be interested in your product or services is called a “Lead”. Leads should undergo a process of qualification to determine their value to the organization, and after qualification will be changed to “Opportunities”. Maybe you met someone at a business conference, and they showed interest in your product. You can add them as a “Lead”, then use the Kiu BMP system to track them through the sales process.

Firstly, for the lead stage, by default, the lead stage is not activated in KIU CRM. To activate it, go to Sales ‣ Configuration ‣ Settings, select the option “”Use leads if you need a qualification step before creating an opportunity or a customer” as shown below and click on Apply.

This activation will create a new submenu Leads under Sales that gives you access to a list of all your leads from which you will be able to create a new contact.

Go to Sales ‣ Leads and click the Create button.

The Lead page requires only a short description, but you can also add some information about the contact, or assign a Salesperson, or a Sales Team. You can also choose to assign a rating for tracking, either Low, High, or Very High, and to include Tags to classify and analyze the opportunity. You can choose one or more existing tags, or create a new one. Lastly, you can enter notes in the Internal Notes section at the bottom. When you have finished entering the information for the lead you can click Save at the top.

After you have created the lead, you should contact them for qualification. If they do not pass your qualification process, you can Archive the lead, and it will no longer appear in your list of leads. Otherwise, if they DO pass your qualification process, you can move them into your sales pipeline by pressing the Convert to Opportunity button.

When you press the Convert to Opportunity button, a dialogue box will appear.

If you have not already assigned the lead to a Salesperson or Sales Team, you can do that now, or you can change the previous selection, in the Assign this opportunity to section.

In the Conversion Action section you can either convert the lead to an opportunity directly, or merge with an existing opportunity. If you are converting to an opportunity, in the Customers section at the bottom, you will need to select if the opportunity will link to an existing customer, if you will “Create a new customer”, or if you will not link to a customer.

If you are merging with an existing opportunity, you will have to select one or more opportunities using the Add an item button at in the Opportunities table at the bottom. When you have completed the Convert to Opportunity dialogue box, click the Create opportunity button at the bottom.

Let’s navigate to our Pipeline now by clicking the Sales drop down menu, and selecting My Pipeline.

You can see that the Lead has been converted into an Opportunity and is in the New section of the pipeline. Leads in Kiu BMP must be converted to Opportunities before you can log activities on them.

Secondly, you can also directly add a contact into a specific sales team without having to convert the lead first. On the Sales module, go to your dashboard and click on the Pipeline button of the desired sales team

or in the Sales module, Click on the Sales drop down menu at the top, then select My Pipeline

To create new opportunities, click on the “+” icon next to the stage’s name and click Add

Or you can click Create in the top left

The Create an Opportunity window will open. I’ll enter the basic information for creating the opportunity, like the Title, Customer, and Expected Turnover, and click Create at the bottom when complete.

Provide all the details in your possession (contact name, email, phone, address, etc.) as well as some additional information in the Internal notes field. You can also link the lead to an existing company by editing the Customer field. Select “Save” and the contact will be visible as a lead in your pipeline

3.3.2. How to set up and organize your sales pipeline

A well structured sales pipeline is crucial in order to keep control of your sales process and to have an overview of your leads, opportunities and customers. The pipeline is a visual representation of the sales process. You can track all of your sales opportunities, from the beginning to the end of their life cycle, either as a win, or as a loss. Go to the pipeline by clicking on the Sales drop down menu at the top, then clicking on My Pipeline.

The sales pipeline is a visual representation of your sales process, from the first contact to the final sale. It refers to the process by which you generate, qualify and close leads through your sales cycle.

Each stage refers to a specific step in the sales cycle and specifically the sale-readiness of your potential customer. The number of stages in the sales funnel varies from one company to another. An example of a sales funnel will contain the following stages: New, Qualified, Proposition, Negotiation, Won, Lost. You can choose to use these steps, or customize them to fit your business.

Each stage can be moved around the sales pipeline simply by clicking on them and dragging them to a new stage in the pipeline. Stages are typically oriented from left to right, with the lowest probability of a successful sale on the left, and the highest probability on the right.

You can also customize each stage by moving over its title, and when the hidden gear icon appears, clicking on it. You can “Fold” the stage, to hide its contents from view, or “Delete” it entirely. Let’s click “Edit” to see a few other options for a stage.

We can change the stage name, change the sales team for that stage, choose if the stage will be folded, with its contents hidden by default, and change the probability of a successful sale for opportunities within that stage. We can also add notes within the Requirements section, where we can describe the opportunities that belong in this stage.

When an opportunity is advanced to the Proposition stage, you can instruct your sales team to create a new quotation for that opportunity.

There are two options in the top right of the Opportunity view. One is for Meetings and the other is for Quotes. Let’s quickly look at the Meetings button, by clicking on the button.

When the calendar view opens, you can create a meeting as with many other calendar programs, like Microsoft Outlook or Google Calendar. Click on the calendar to create an event, and give the event a Summary for a name, and click Create.

Click on the event in the calendar to view it, and click Edit to change the event details.

You can change the meeting subject, add attendees, and update the time and duration of the meeting. Click Save in the top right when you are finished.

Going back to the pipeline, We can now create a new quotation for this opportunity. To create a new quotation, we can also click on the Quote button in the top right of the Opportunity window.


3.3.1. How to setup your teams, sales process and objectives

  • Step 1: Creating sales team

Go to Sales/ Configuration/ Sales team/ Click Create

Enter your team name such as direct sale, choose team leader and team member:

After click on Add, you can choose the existed team member or create new team member by click Create

This will create new users in the system. Enter the information of new team member such as name, email, phone, etc … then click Save

You can tick to Quotation/ Opportunities/ Invoice if you want to control the quotation/ opportunities/ invoice created by this sales team

In Kiu BMP, each sales team can have their own email alias so that when customers send emails to the email alias of sales team, this will automatically create new lead in sales process. After that,  click on SAVE when you’re done.

Your can now access your new team from your Dashboard.                               

  • Step 2: Creating sales process and objectives

Now that your sales team is created and your salespeople are included in the sales team, you will need to set up your pipeline or create the process by which your team will generate, qualify and close opportunities through your sales cycle. Refer to point 3.3.2 How to set up and organize your sales pipeline.

For setting objectives for the team, choose Click to define a team target in the Sales team in the Dashboard

3.2.2. How to Publish product on website

Sale Module ‣ Sales ‣ Salable Product ‣ Choose your product ‣ Click Unpublished on Website on product form

 ‣ Click Unpublished button to change into Published

Now your product is ready for your customers shopping online.

3.1. Overview & Workflows

After identifying the potential customers, the process in Sale Module can be initiated. The process includes the Customer Relationship Management features or “CRM” and Sales processes, which allows you to track the entire lifecycle of a sale, from a lead, to providing a customer invoice and to register payment from customer. The detailed process for the workflows for the process in Sales module is as follows:

The sales workflow within Kiu can be entirely tracked using the CRM module, from initial contact through payment, as well as after sales to recontact for follow up sales. The process is started with “Leads” which is the process of collecting the very first relevant data about potential customers might be interested in your product or services in order to begin a relationship and to turn them into customers in the future. For example, a website visitor who fills in your contact form to know more about your products and services becomes a lead for your company.

After meeting certain qualification thresholds, these “Leads” will be upgraded to “Opportunities”. These “Opportunities” can be contacted by a Salesperson to understand further about the customers’ needs, and eventually provide a quotation for goods or services. When the customer approves your offering in quotation, you can confirm the Quotation to proceed to a Sales Order. Sales Order is the official order to buy products/service. Alternatively, if the customer has already agreed on the terms of the sale, you may bypass the Quotation step and go directly to Sales Order. After a sales order is complete, we can then track the delivery and invoicing of a product to the customer.

2.6. Purchase Report

In the KIU BMP System, there are several options for reporting of purchase process from Purchase/ Reports.

You can also change the display method to a bar graph in the top right of your screen as well as change other options of group data.

2.5.2. How to update each Vendor Price for a product

Go to Purchase/ Configuration/ Purchase order/ Vendor price/ Select “Manage vendor price on the product form” then click Apply

After that, go to tab Inventory of product form which is needed to update vendor price:

In this tab, scroll down and update vendor price in Vendor field:

2.5.1. How to get a Vendor Price list

  • Make sure that you have set “Allow using and importing Vendor pricelists” on Purchase Module.

Purchase Module ‣ Configuration ‣ Vendor Price ‣ Choose Allow using and importing Vendor pricelists

Then from Purchase Module ‣ Purchase ‣ Vendor Price list ‣ Group the list by Partner or by Product

‣ Filter by Partner or Product to search if needed.

2.4.3. Working Practices

→ Stage 1: Receive quotation from Customer

Going to Sales‣Sales‣Quotations, click “Create” to draw up a quotation.

Step 1: Record Quotation/Sales order from Customer

–          Fill the general information on the Header of the document, other details of the quotation can be added on the Lines. Once the draft quotation is saved, it is labelled with an auto-generated reference (E.g. SO020)

No Name Description
Header General Information
1. Customer Name of the individual/organization orders your product
2. Invoice Address The address displayed on invoice issued to your customer
3. Delivery Address The address to which goods are delivered
4. Order Date The date on which the order is recorded from customer
5. Expiration Date The date on which your quotation becomes invalid
6. Price list The pricing strategy applying to customer
This can be created if going to Sales‣Configuration‣Price list
7. Payment Terms The terms specify the period allowed to a customer to pay off the amount due when your company completes a sale
8. Delivery Method Fill this field if you plan to invoice the shipping based on picking

Step 2: Confirm Order with Suppliers

–          Click “Confirm” to close the deal with customer. The quotation becomes Sales Order.

→ Stage 2

 Case 1: Draft Purchase Requisition

Looking for the draft Purchase Requisition by going to Purchases‣Purchase‣Purchase Agreement

Step 1: Review and Confirm a Purchase Agreement

–          The purchase requisition is drawn up as a Purchase Agreement and recognized with a reference (E.g. TE00001) that can be changed. Click on the document to review its details and make any change if necessary.

No Name Description  
1. Agreement Reference The reference to identify a Purchase Agreement. Automatically generate by KIU BMP but changable
2. Responsible Purchaser in charge of requesting the order
3. Agreement Type Purchase Tender Blanket Order
4. Ordering Date The date when a purchase order to a chosen vendor is submitted The starting date of the contract
5. Delivery Date The date when the products have to be delivered Do not have to fill because each release has different dates
6. Vendor Do not have to fill because the vendor is defined after bidding Choose the vendor with whom the contract is signed
7. Agreement Deadline The date informing vendors when to have their offer submitted
8. Source Document Related document to this purchase requisition
9. Picking Type Dropship

–          To verify the Purchase Agreement, click “Confirm”.

Step 2: Create and Confirm a RfQ

–          KIU BMP displays button “New Quotation” after confirmation. Click this button to form a draft Purchase Order (or so-called Request for Quotation).

–          A RfQ is created with the products listed on the Purchase Agreement. The next practice applied to different types of Purchase Agreement varies as shown in table.

Agreement Type Purchase Tender Blanket Order
Quantity on RfQ Quantity on RfQ is set percisely as entered on Purchase Agreement. By default, the RFQ quantity is set to 0. Individual deliveries should be smaller.
Operation Choose a vendor and send the RfQ. Enter the quantity and date for each delivery. Send the RfQ to the vendor.
Repeat this operation for each vendor. Repeat this operation for each release.
Validation Validate the Purchase Agreement once all the RfQ(s) are sent. Validate the Purchase Agreement when all releases (Purchase Order) have been delivered and paid.
Mark as Done When a RfQ related to this requisition is confirm (a vendor offering the best price is selected) When all releases are fully paid.
A finished (Status: Done) Purchase Agreement can not be added to any RfQ.

–          Fill the Dropship Address with the customer’s address. Send the RfQ to vendors and Confirm the RfQ of the chosen supplier.

–          After confirmation, 2 buttons linking to Shipment and Vendor Bill is displayed.

Case 2: Draft Purchase Order (RfQ)

Looking for the auto generated Request for Quotation based on customer’s order by going to Purchases‣Purchase‣Requests for Quotation

Step 1: Review a RfQ

–          As the Request for Quotation is already prepared by KIU BMP, it is labelled with a reference (E.g. PO00036). Click on the document to review its Header and Lines to make any change (if necessary).

Step 2: Confirm a RfQ

–          Finalizing the Request for Quotation by clicking button “Confirm” to change its status into Purchase Order.

After confirmation, 2 buttons linking to Shipment and Vendor Bill is displayed.

→ Stage 3: Delivery to Customer

–          As shipment delivering goods from Vendor to Customer is auto generated, it is vital to go over the it and enter the date on which goods is expectedly delivered to customer (the information is taken from Packing List and Bill of Lading).

Noted that Force Accounting Date is related to the date recognized in accounting journal entry.

–          Validate the shipment to mark as done once the goods is delivered to customer.

→ Stage 4: Record Vendor bills

–          Find the purchase order confirmed with supplier based on the following information: PO Reference, Vendor, Source Document, Billing Status …

–          Click button Vendor Bill then button “Create” to draw draft bill.

–          Enter the details of document, noted that the Currency and Accounting Date will influence the value and date of accounting journal entry. Validate the bill to mark the amount as a payable.

→ Stage 5: Record Customer invoice

–          Find the sales order confirmed with customer based on the following information: Order Number, Customer, Total Value, Invoice Status …

–          Click “Create Invoice” to open the fly of issuing an invoice to the Customer. Select Invoiceable lines

–          Enter the details of document, noted that the Currency and Invoice Date will influence the value and date of accounting journal entry. Validate the document to mark the amount as a receivable.